P6hx23-6.12 PROCEDURE: ACQUISITION of CONSRUCTION MANAGEMENT SERVICES

PROCEDURE

PAGE SUBJECT PROCEDURE: ACQUISITION OF CONSTRUCTION MANAGEMENT SERVICES P6.12-1 LEGAL 5/12/14 AUTHORITY P6Hx23-6.12 Revision #14-5

P6Hx23-6.12 PROCEDURE: ACQUISITION OF CONSRUCTION MANAGEMENT SERVICES

I. This Procedure establishes a uniform method for acquiring construction management services as contemplated by Sections 1013.45 and 287.055 of the Florida Statutes, and the State Requirements for Educational Facilities (“SREF”).

II. The Associate Vice President of Facilities Planning and Institutional Services (“Facilities”) will recommend to the President when acquisition of construction management services are advisable, and the President will consider the advice and make a final recommendation to the Board of Trustees (“Board”). The Board will evaluate the recommendation and decide whether to approve the use of such services. If the Board approves the President’s recommendation, Facilities will prepare the Request for Qualifications (“RFQ”), detailing the two-step screening and selection process and the criteria upon which competing firms will be evaluated. The Board will review the RFQ and decide whether to approve its use. If the President or Board determines not to use construction management services, Facilities may proceed with advertising the work in any manner it deems appropriate provided the method of advertisement is consistent with Florida Statutes and SREF.

III. If the Board approves use of the RFQ, Facilities will advertise the RFQ pursuant to Florida Statutes and SREF.

IV. The Board may select members to serve on the Screening Committee and Selection Team. Members for the Screening Committee may be employees of the College or members of the community. The Screening Committee will consist of no less than five members while the Selection Team will consist of no less than two members to include the College President and a member of the Board.

V. Each member of the Screening Committee will review RFQ submittals and evaluate each submittal against the criteria referenced in the RFQ. When each member has conducted his or her individual review, the Committee will meet at a publicly noticed, open meeting to collaboratively decide which firms will be short- P6.12-1 PROCEDURE

listed to proceed to the selection phase of the process. The Screening Committee will use a three-envelope system to determine which firms are shortlisted in an unranked order. The short-listing process will focus on excluding the least qualified firms from further consideration. The meeting to determine the shortlisted firms will be recorded.

VI. Once the short-list has been developed, the Screening Committee will randomly select the order of interviews of the short-listed firms with the Selection Team. The Associate Vice President of Facilities will contact each of the short-listed firms to advise them of their interview with the Selection Team.

VII. The Selection Team will evaluate each shortlisted firm on the criteria referenced in the RFQ. The Selection Team’s evaluation will consist of reviewing submittals and interviewing each firm and the interviews will be recorded. Once all interviews are complete, the Selection Team will submit to the Board, in order of preference based on numerical rankings, the three firms deemed to be the most highly qualified to perform the required services. The submission will be made by the College President to the Board with a recommendation to negotiate with the highest ranking firm.

VIII. When authorized by the Board, the Associate Vice President of Facilities will notify the successful firm of selection and proceed into negotiations. The College will negotiate and enter into a contract for project services at compensation determined to be fair, competitive and reasonable.

IX. Should the College be unable to negotiate a satisfactory contract with the firm deemed most qualified, negotiations with that firm will be formally terminated and the College will proceed to negotiating with the second most qualified firm. Should the College be unable to negotiate a satisfactory contract with the second most qualified firm, the College will proceed to negotiating with the third most qualified firm. Should the College be unable to negotiate a satisfactory contract with any of the selected firms, additional firms will be selected in accordance with law. The College reserves the right to determine not to proceed with the project.

P6.12-2 PROCEDURE

X. Upon completion of negotiations, the proposed contract will be presented for approval by the Board, which has exclusive authority for the final award decision.

History: Adopted - 8/21/01. Filed – 8/21/01. Effective – 8/21/01; 5/12/14. Filed – 5/12/14. Effective 5/12/14.

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